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10.3 Responsible Use of Video Surveillance

This online version is for convenience; the official version of this policy is housed in the University Secretariat. In case of discrepancy between the online version and the official version held by the Secretariat, the official version shall prevail.

Approving Authority: President

Original Approval Date: June 24, 2015

Date of Most Recent Review/Revision: N/A

Office of Accountability: VP: Finance and Operations

Administrative Responsibility: AVP: Campus Administration and Special Constable Service

Purpose

1.00 The purpose of this Policy is to regulate the use of all surveillance technologies located on University property, ensure that the use of surveillance technologies is in accordance with University policy, and to meet legislative obligations.

1.01 The University explicitly acknowledges numerous public safety objectives to be met with the use of surveillance technologies, including:

i. To prevent and deter crime;

ii. To protect members of the campus community;

iii. To protect university property;

iv. To reduce fear of crime;

v. To supplement and assist in investigations;

vi. To improve problem-identification capabilities and support active incident response;

vii. To enforce and uphold the law.

Definition

2.00 The following terms are used throughout this Policy:

i. CCTV: closed-circuit television; transmits images to a specific limited number of televisions on the same network or circuit.

ii. Field of View: the visible area of a camera lens.

iii. Personal Information: recorded information about an identifiable individual, which includes but is not limited to, information relating to an individual’s race, colour, national or ethnic origin, sex and age.

iv. Surveillance Technologies: broad term used to refer to all means of conducting electronic monitoring for public safety.

v. University Property: buildings and properties owned, rented or leased by Wilfrid Laurier University or its affiliates.

vi. Tier 3 Emergency: an internally unmanageable emergency which has the potential to generate serious harm for members of the campus and/or external community. Immediate activation of the Emergency Response Plan is required. Without appropriate intervention, a Tier 3 Emergency may escalate into a Tier 4 Disaster. Response efforts are coordinated through the Emergency Operations Centre.

vii. Tier 4 Disaster: an internally unmanageable disaster which constitutes a danger of major proportion to life or property for members of the campus and/or external community. Immediate activation of the Emergency Response Plan is required. Tier 4 Disasters may be a single or multi-hazard situation, and require extensive coordination both within and outside the University. Response efforts are coordinated through the Emergency Operations Centre.

Jurisdiction/Scope

3.00 This Policy applies to the use of all surveillance technologies located on University property.

Policy

4.00 Wilfrid Laurier University acknowledges that surveillance technologies are an important tool in crime prevention and investigation. However, there is a need to balance these objectives with the reasonable rights to privacy. The use of surveillance technologies in meeting safety, security and crime prevention objectives must consider privacy implications. General guidelines will assist in meeting this objective:

i. Surveillance Technologies will be used in public and/or communal areas with a reduced reasonable expectation of privacy.

ii. Strategic placement of cameras in areas where privacy may be reasonably expected should restrict these areas from the camera’s field of view.

iii. Retail operations on campus may include Surveillance Technologies to cover areas of cash handling including, but not limited to cash register areas, cash counting areas and office space where safes are located.

iv. Surveillance Technologies extend the monitoring ability of the Special Constable Service (SCS) across time and space beyond that possible by regularly scheduled patrols and conventional monitoring methods. The use of surveillance technology complements, rather than replaces, other measures used for the preservation of public safety.

v. Surveillance Technologies should be used in areas where they are reasonably required due to a history of threats to public safety, criminal activity including theft or where there may be potential risk to safety, security or of criminal activity, including theft.

vi. When used in conjunction with a call for service, the active monitoring of cameras by dispatchers assists emergency personnel in responding to active scenarios, including Tier 3 and Tier 4 emergencies.

4.01 The SCS maintains control of and responsibility for University surveillance technologies at all times. ICT staff will provide technical assistance and support for the implementation of surveillance technologies as required. Where necessary for operational and safety reasons, SCS may allow access to surveillance technologies and/or monitoring of images to approved individuals or positions in other University departments or to external third parties. All approvals must be in writing and obtained in advance from SCS. All individuals who will have access to Surveillance Technologies or the monitoring of images from Surveillance Technologies are required to comply with this policy and all other applicable University policies and relevant legislation and sign a confidentiality agreement. Any surveillance to be completed by an external third party requires a surveillance technology agreement.